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HomeMy WebLinkAbout2013_0423_Minutes Open_APPROVED COUNTY OF KAUAI Minutes of Meeting OPEN SESSION Approved as amended 5128/13 Board/Committee: CIVIL SERVICE COMMISSION Meeting Date April 23, 2013 Location Mo'ikeha Building, Liquor Control Commission, Meeting Room 3 Start of Meeting: 3:01 p.m. I End of Meeting: 4:30 p.m. Present Chair Cathy Adams; Vice-Chair John Low. Members: Gilbert Maerina; Karen Matsumoto; Roy Morita Also: Deputy County Attorney Marc Guyot; Personnel Services Manager Thomas Takatsuki; Boards & Commissions Office Staff: Support Clerk Barbara Davis; Administrator Paula Morikami; Administrative Aide Teresa Tamura; Deputy Director of Finance Sally Motto; IT Systems Analyst Eric Inouye; HR Manager II Janine Rapozo; HR Manager II Crystal Fujikawa Excused Member: Lath Aranio Absent SUBJECT DISCUSSION ACTION Call To Order Chair Adams called the meeting to order at 3:01 p.m. with 5 members present Approval of Open Session Minutes of March 19, 2013 Mr. Morita moved to approve the minutes as Minutes circulated. Mr. Low seconded the motion. Motion carried 5:0 Executive Mr. Low moved to go into Executive Session at Session 3:02 p.m. Mr. Morita and Mr. Maerina simultaneously seconded the motion. Motion carried 5:0 Attorney Guyot read the Hawaii Revised Statutes provision as detailed on the agenda to take the Commission into Executive Session for ES-005 to take action on the Executive Session Minutes and for ES-23 to consider the hiring of an employee or officer of the County where consideration of matters affecting privacy will be involved. Attorney Guyot recused himself from the Executive Session and Attorney Trask stepped in Civil Service Commission Open Session April 23, 2013 Page 2 SUBJECT DISCUSSION ACTION to consult with the Commission in Executive Session. Return to Open The meeting returned to Open Session at 3:23 Session p.m. with Attorney Guyot returning to the meeting as the Attorney for the Commission. Business CSC 2013-05 b. HRIS Task Force update from Sally Motto, Assistant Director of Finance, as relates to the Sun Guard system Sally Motto stated there is a lot of pressure within the County to get DPS/HR in-line with being able to tell who is and who is not employed, what hours they worked, and other pertinent information. The Mayor determined that a task force needed to be setup which includes staff from the new HR Department, the Finance Department, Budgeting and IT. Ms. Motto then introduced Eric Inouye from IT who has an incredible amount of knowledge of the existing system and is trying to determine what type of system is really wanted. Because of budget constraints and finding out through Mr. Inouye what is available with the current vendor, the decision was made to form the task force to review what the County has and to find out what is available. Through the work Mr. Inouye has been doing it has been determined that 90% minimum of what the County wants to do is already at their fingertips. With the several meetings the task force has had, it has been determined what information they are looking for, where it is located and who will be responsible for putting that information into the existing system so it can be inter-sorted. Because there are different modules, the task force is working on determining which portions of the information the departments will have control over so it is not garbage in/garbage out. There is a long ways to go and a lot of that is going to be education. Civil Service Commission Open Session April 23, 2013 Page 3 SUBJECT DISCUSSION ACTION Chair Adams said she heard Ms. Motta speak of position control, time and attendance, and payroll but wanted to know about tracking the benefits. Mr. Inouye said there is a fully integrated bureau of personnel system. The data for that system interfaces with the accounting system and the budget information, which is the basis of the County of Kaua'i's expenditures. That part actually mns a little independent from the Department of Personnel, which is another problem in itself The benefits accrual system does have a module that calculates the vacation, sick leave and comp time. There was an attempt to implement that over ten years ago; however there might have been some calculation issues and it appears it was put on the side and the manual calculation was done at the agency level. The on-line accmal balances are used in some agencies as a guideline to (inaudible). Chair Adams asked if there were any other capital investments that need to Deleted: Clark be made to get additional modules, hardware, or software. Mr. Inouye said he was asked to get involved with the primary study for HRIS late last August. Because the Department of Personnel Services has always been a manual system, we could not get that much from them. We modified the project and had four to five sessions to review areas such as solution control, authorization of employees, and maintenance. The problem with manual systems is the information is kept in multiple places. DPS has a card file for control of positions so some of the information might be in the card file and some in the employee master file in the computer system. When you need to gather information you mn into the problem of having to go into multiple places so it takes a long time to gather that information. Our budget system utilizes a manual key so in the system El is the Mayor but in the card file it is probably Position 1. In the computer system it is Position 1, Authorization 1 so over time the system I.D.'s have mn all over the place. On the other side we need to tie in the card file with the employee master, which is the control. Ms. Motta said those are the things they are working on to make sure the Civil Service Commission Open Session April 23, 2013 Page 4 SUBJECT DISCUSSION ACTION information goes in to the proper place and can overlap with each other so the information can be pulled from one place or the other. Asked if there is a reason they cannot use the same employee number in the different files instead of having position numbers, Ms. Motta said that was the hope at first but it is a lot more complex than that because it involves payroll, budgeting, hiring of employees, and the unions to make sure of what information you have. Ms. Motta offered to put together a demonstration for the Commission to show what the task force plans on being able to do and show why the numbers are so important. Mr. Inouye said the problem is the employee number is actually a control number for the employee themselves. It is a method of shrouding the social security number, however there is a need to control their personnel system with the position number and the authorization. When it gets to that point, the system will truly be under control. Because there are multiple areas where the data resides, control is difficult. Ms. Motta said each position has its own number and each department has its own number so it is a matter of all the different numbers working together in order to have a master for it. The Cost Control Committee has asked for a timeline on when the different modules will be on-line and Chair Adams said the Civil Service Commission needs this information to ensure the Department has the tools they need to succeed. Ms. Motta said the majority of the involvement will be training and fortunately the finds that Council approved for that are available. Training will be a combination of in-house training and getting the vendor to come over for training. Ms. Rapozo thought it would be a year to implement the whole system. Mr. Inouye said they have been trying to get the information out to the different agencies to work smarter and even though we believe we have controls out there, actually our controls may be defeating what we really want to do. Because we are not using the system controls we are handcuffing ourselves, but we are making headway. Ms. Motta said the first step is "time and attendance". Mr. Civil Service Commission Open Session April 23, 2013 Page 5 SUBJECT DISCUSSION ACTION Inouye said he does not know how long it will take to clean up the old payroll/personnel records because it depends on how the training goes and the resources allocated towards that. Foundationally, controls have to be developed for the employee files and the position files and authorization files. We also are working on accmals from the Finance side. Mr. Inouye explained that there are 60 or 70 fields of data that needs to be created for new or transferred employees so if there were a template it would be a lot simpler. Ms. Motta said part of the problem is there are some agencies that have come up with their own system in order to make those positions work and now they will need to buy in on the new system once it is ready. Mr. Maerina asked how flexible this system will be and whether we are trying to change the business process so the departments adhere to a system, or change the system to adhere to the County's business and processes. Mr. Inouye said they are trying to give Personnel Services avenues to where they can automate the work they are doing now. What they are doing now may get the job done for a certain level. However, when there is information that needs to be moved on, there might be a problem because that information may be set in a manual area or a spreadsheet or something else. If you utilize the information fields that are in the system then everyone is looking at the same thing. Ms. Motta said the information that is wanted by Council, the Administration and the Civil Service Commission can already be provided but we don't know how. Ms. Motta said the `time and attendance" is a priority to create vacancy reports as well as who is in attendance. Ms. Matsumoto said that "time and attendance" has to do with the employee and is not the same as the Position Control. Ms. Motta agreed but the County has to know who the people are that are in attendance and who our employees are. Ms. Matsumoto thought what the County Council was looking at was the budget and what positions are authorized by the budget. Ms. Motta said the system will allow the information to be put in so a report can be issued that shows every position in the County and Civil Service Commission Open Session April 23, 2013 Page 6 SUBJECT DISCUSSION ACTION whether or not there is a body in that position. Mr. Inouye said DPS maintains the positions in a card file, however, the payroll/personnel system authorization probably will not get updated until someone is hired which is backwards in not declaring that position open in the authorization side. What needs to happen is a field called "open / closed" in each authorization where a date can be set so if the "open / closed" field is maintained with a date set they can then rely on the vacancies on the authorization file. Ms. Motta said the information is in the system now but because it is not conclusive it is just garbage. If the information is input correctly from the beginning then it can be done. Mr. Inouye said currently on the budget side we are copying one year over to the next year so all the position information comes from fields called miscellaneous data and gets copied from last year to this year; the budget people have to track any transfers, reallocations, etc., and manually find those positions within the account. The payroll/personnel side operates independently. What the system is designed to do is run payroll budgeting from the payroll/personnel files, update the information and look at the vacancies as well. If that information is correct it can be moved over and you have the information flowing from one system to the next. Mr. Inouye felt the keys that need to be displayed right away would be the position number, the class number, and the authorization number which is in the payroll/personnel system and probably also use those numbers in the NEOGOV recmiting system so that data can be tied in at a later point. Attorney Guyot asked if Sun Guard has security and confidentiality modules built into them that allow different levels of access of who can see what and whether it tracks who has access to the files. Mr. Inouye said there is logging system but he does not know if it has been turned on. Attorney Guyot asked if the County needs any additional licenses to use the system; the response was no. Attorney Guyot asked if they had begun beta testing on the system. Ms. Motta said that Mr. Inouye has a whole program Civil Service Commission Open Session April 23, 2013 Page 7 SUBJECT DISCUSSION ACTION set up on tests that can be used. If the modules are not used are they still regularly updated; Mr. Inouye said yes they are. Mr. Inouye said some of the systems have been modified because of the desire to operate in a certain manner and IT is trying to bring the system back to a normal recommended baseline. Attorney Guyot asked if there is a module to track FMLA and HFLA; Mr. Inouye was not sure about HFLA. Mr. Maerina said tying the different databases or tables together is not an easy task but information insurance is something IT might want to look at especially with all the information in HR that some other department may be able to pull. Mr. Maerina acknowledged that it will take up most of the disk space but IT should look at turning on all of the auditing because it will help when they do forensics. Mr. Inouye said they are limited because the system is 7 or 8 years old. Chair Adams thanked Ms. Motto and Mr. Inouye and said the Commission will look forward to more updates. CSC 2012-29 Implementation of the Human Resources Department (On- goinQl b. Update from the Director of Personnel Services on the Transition Plan for the Implementation of the Human Resources Department (On-going) Mr. Takatsuki reported all the equipment to accommodate the expansion has now been received. There will be some movement of staff between the Boards and Commissions Office and DPS. Jan Miyamoto was one of the representatives on the HRIS committee but she is leaving the County on April 26. Mr. Takatsuki said a lot of his time has been involved in the labor negotiations with Unit 1, United Public Workers, and HGEA (Hawai'i Government Employees Association). Mr. Morita asked if it would be helpful to the DPS if the Commission sent memos to address some of the issues with files they are having with other departments. Mr. Takatsuki said the personnel files have been submitted to DPS but certain things such as Civil Service Commission Open Session April 23, 2013 Page 8 SUBJECT DISCUSSION ACTION medical were not in the files from KPD and have not yet come to the Department. Fire Department is still working on updating their files and will send them over when that is complete. Liquor Control files have still not been turned over but they are waiting for Ms. Nakaahiki's return from sick leave. The biggest problem is with the Water Department, which is a semi-autonomous body, and DPS is still working with the manager to get those files. Chair Adams reinforced the Commission's willingness to assist the Department in any way needed with the transition. Chair Adams encouraged Mr. Takatsuki to keep it on his list of things to do to meet with the County Council to determine exactly what they are looking for in the vacancy report. Chair Adams said the Council also questioned the timeline to be able to bank salary savings for the Director's position. The Chair told the Council that the Director's position would probably not be filled until October at the earliest. CSC 2013-05 Update from Chair Adams following an appearance before the Cost Control Commission at their March 11, 2013 regarding the implementation of a Human Resource Information System (HRIS) (Deferred from 3/19/13 meeting) Chair Adams said the Cost Control Commission was very interested to hear what is being done with the HRIS. The Chair explained that the Civil Service Commission very much supports this effort as part of the transition to Human Resources in order to have the tools they need to have a true HR Department. As a result of the discussion with Ms. Motto and Mr. Raines from IT, the Cost Control Commission decided to send a letter in support of the HRIS to the Mayor. Chair Adams understood from Ms. Motto's report that there was no capital investment needed at this point other than the training that needs to be done. The Cost Control Commission is also very interested in timelines and asked Mr. Takatsuki to keep that in mind. Mr. Morita asked if there was any software the Department could use Civil Service Commission Open Session April 23, 2013 Page 9 SUBJECT DISCUSSION ACTION temporarily to create the vacancy report which is being done manually. Mr. Takatsuki said he thought they pulled the vacancy report off the system but then they manually check each one of them to make sure the position is vacant and available. Mr. Morita asked if that meant the check was always going to be done manually. Ms. Fujikawa said they would like to streamline or at least to consolidate some of their efforts. Chair Adams said it sounded like one of Chairman Furfaro's requests was to know what the average vacancy was so they could bank that amount for the budget. Ms. Rapozo said there are three things DPS will be doing with regard to the vacancy report and the first is to meet with the Council Chair to be sure DPS gathers the information Council wants. Secondly, the short term goal is to make sure that we meet internally and figure out a more computerized system versus the manual system and the third thing in the long term is the HRIS system. The other thing that is helpful is by controlling the new hires and the exits now that there is more access to that information. Mr. Low asked if prior to this transition another department might not tell DPS for a while about someone leaving. Mr. Takatsuki said there has been lag time in some instances with the exit interviews but with everything more centralized in DPS, there is now more control. Ms. Matsumoto said it will be helpful with a "time and attendance" system in place because they will know who is at work and who is not and she is pleased this is one of the priorities of the task force. While this new system is well and good, Mr. Low said DPS should know before any employee leaves the County because no computer system in the world will solve that problem. Attorney Guyot explained that when all the departments had their own autonomy, so to speak, they would deal with the exit interviews, notify payroll, start the COBRA and the calculations of accrued leave time but now that will all fall under DPS. Director's CSC 2013-07 a. Weekly Report Ending March 22, 2013 Report b. Weekly Report Ending March 29, 2013 Civil Service Commission Open Session April 23, 2013 Page 10 SUBJECT DISCUSSION ACTION c. Weekly Report Ending April 5, 2013 Mr. Maerina moved to receive the Director's Reports. Mr. Morita seconded the motion. Motion carried 5:0 Return to Open Ratify Commission actions taken in Executive Session for items: Mr. Low moved to ratify the actions taken in Session ES-005 and ES-23 Executive Session. Mr. Morita seconded the motion. Motion caned 5:0 ES-005 — Minutes approved as circulated ES-23 — Motion approved for County Attorney to obtain procurement information and transmit to Commission Motion to approve Recruitment Announcement and Job Description Announcements Next Meeting: Tuesday, May 28, 2013 — 3:00 p.m. Adjournment Mr. Maerina moved to adjourn the meeting at 4:30 p.m. Ms. Matsumoto seconded the motion. Motion carried 5:0 Submitted by: Reviewed and Approved by: Barbara Davis, Staff Support Clerk Catherine Adams, Chair O Approved as is. O Approved with amendments. See minutes of meeting.